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Kanban: The Freelancer's Secret Weapon

Kanban: The Freelancer's Secret Weapon

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In its early stages, freelancing was often ad-hoc and prone to inconsistency and inefficiency. Kanban, an agile method first made to improve manufacturing, completely changed its landscape.


It helps freelancers to stay organized, work faster, and add more value to their work.

Adoption of Kanban

Kanban provides a visual way to organize work. By making a basic Kanban board, freelancers can easily track the status of projects and decide which tasks to do first. But the benefits aren't ended with simple project management.

Kanban methodology encourages collaboration and promotes a balance between demand and throughput.

This approach perfectly fits into the freelance world, where requirements and demands always change.

Shifting Priorities

Freelancers started using new ways of setting priorities to deal with inconsistent client needs, tight deadlines, and different project scopes. The Kanban card, a simple but powerful tool, describes sorts and ranks tasks.

Increased Visibility

Kanban also made freelancing more open and transparent. Thanks to the visual nature of boards, freelancers could show clients how the work is going and build trust.

Expanding Scope

Over time, Kanban became something more than just a project management tool:

  • Work-life balance.

  • Business plans.

  • Personal growth.

  • Risk mitigation.

  • Academic research.

  • Etc.

Prioritization Edge Cases

Kanban helps freelancers manage various jobs. But some edge cases can challenge the adaptability and flexibility of the user.


Handling Urgent Tasks With Max Wip Reached

While urgent requests are seemingly inevitable in freelancing, framing them as "waste" is important. This waste can be managed, accepted, or removed based on the demands of the situation.

Utilizing Kanban

Kanban offers strategies to address these urgent tasks without violating the max WIP (Work in Progress) rules:

  1. Consume Reserved Capacity: Use buffers, high-priority lanes, or expedited queues set up in anticipation of such requests.

  2. Revisit Organizational Agreements: If the expedited class is unavailable or already in use, the business's agreements about WIP limits and classes of service need to be discussed.

  3. Evict WIP to Make Room: If the task is critical, determine which active WIP items should be suspended to accommodate the new item.

  4. Inspect and Adapt: If the disruption becomes a recurrent issue, causing significant perturbations in flow over time, the process needs adjustment.

Making Disruptions Visible

In the Kanban system, disruptions to the flow and subsequent costs should be visible. This visibility not only upholds the agreement-based nature of Kanban but also emphasizes management's accountability in case of process disruption.

A well-functioning Kanban acknowledges that while management can disrupt a process, the disruption comes at a cost. Ignorance of this truth is symptomatic of a dysfunctional organization.

Large Tasks

Some tasks are so big that they take up the "In Progress" column. This can slow down the work on other tasks and cause a bottleneck.

The solution is to break up the big job into smaller parts that are easier to handle. A separate card represents each task. This keeps the workflow going without putting the integrity of the big task at risk.

Equal Priority Tasks

When multiple tasks are equally important, it can be hard to decide which ones to do first.

Consider other things, like how long a task will take or how it will affect other tasks. You could also use a "round-robin" strategy, in which each task gets the same amount of attention in a rotating way.

Dealing with Blocked Tasks

Tasks can get stuck if they depend on something outside them or problems emerge from nowhere.

You can mark these tasks as "blocked" and move them to a certain board part until the problem is fixed. So, the overall flow of work won't be changed.

Time Block Productivity

Time management is often the difference between success and being too busy. This is where the idea of Time Block Productivity comes in, a method that works well with the Kanban principles.


A time block is a set amount of uninterrupted time that is set aside for a specific task or set of tasks.

Benefits of Time Blocking

Time blocks can make you much more productive. By giving a task some time, freelancers make sure they can pay attention to it, which cuts down on switching tasks and makes them more efficient.

Focus makes people more productive. By putting tasks into blocks of time, you're less likely to be distracted and more likely to get things done.

Integration with Kanban

Time blocking and Kanban together are powerful productivity tools. By putting time blocks on Kanban cards, freelancers can create a visual map of their schedule, making it easier to track tasks and time.

Strategies for Time Blocking

  1. Fixed time: Give recurring tasks fixed blocks of time. This gives the workflow some consistency and rhythm.

  2. Flexible: Flexible time blocks can be used for jobs whose lengths are hard to predict.

  3. Buffer: Use buffer blocks to plan for interruptions or tasks coming out of the blue.

  4. Break: Don't forget to plan breaks to rest and get your energy back.

Task Decomposition

It's common to have to deal with difficult tasks. Task Decomposition is a way to handle these tasks efficiently in a Kanban manner.


Decomposition is breaking down a larger task into smaller, more manageable parts.

Benefits of Decomposition

Decomposition lets freelancers focus on one part of a task at a time, making it less complicated and easier to concentrate.

When you beat complexity, you get more done. Decomposing a big task into smaller ones makes it easier to do.

Decomposition in Practice:

  1. Task Analysis: Knowing what the task is and figuring out what its parts are.

  2. Decomposition: Breaking the task down into smaller parts.

  3. Representation: Making a separate Kanban card for each subtask.


Think about a task like "Design a website." It can be split into smaller jobs, such as "Design Layout", "Create Content", "Optimize SEO", etc. Then, a separate card would show each subtask.

In Kanban, maintaining a continuous flow is crucial. Decomposition helps because it stops a task from blocking the "In Progress" column for long periods.

Market Shift Adaptation

In the constantly changing world of freelancing, the market can be a big problem. Kanban is a good way to deal with these changes because it is flexible and easily changed.


Understanding Market Shifts

A change in the market could be caused by a new trend, a change in what customers want, or a new technology. Because of these changes, freelancers may need to change their skills, approaches, and plans.

Role of Kanban

Kanban is a flexible visual system that helps freelancers deal with changes in the market. Effective adaptation is helped by making it easy to reflect often and reorder tasks quickly.

Adapting is the only way to stay alive in a market that is always changing.

Strategies for Adaptation

  1. Ongoing Learning: The key is to keep learning and improving your skills. New learning goals can be added as separate tasks to the Kanban workflow.

  2. Re-evaluation and Reprioritization: Check and reorder cards in columns often to keep up with the changing market.

  3. Client Feedback Integration: Include client feedback to stay on track with changing needs. Feedback can be turned into actionable tasks.

Kanban and Change Management

Kanban offers a step-by-step way to handle changes caused by shifts in the market. Changes are broken up into smaller tasks that people can handle. This reduces resistance and makes the change go more smoothly.

Retrospective Learnings

A freelancer's growth and success depend on how well they learn from their past mistakes. Kanban provides a place for this learning from the past, allowing continuous improvement.


Understanding Retrospective Learning

In retrospective learning, tasks are examined to draw conclusions and learn lessons. These findings are then used to plan what to do next so previous mistakes can be avoided, and productivity is increased.

The Kanban Connection

Kanban shows how work is done visually. With a first look, freelancers can find patterns, identify problems, and find ways to improve.

When you think about the past, you can learn lessons for the future.

Learning Areas

Learning from experience can help you understand a few things:

  1. Task Duration: Time estimates for future tasks can be made more accurate by looking at how long tasks took in the past.

  2. Workflow Efficiency: When you look at how tasks move through the Kanban board, you can find bottlenecks and inefficiencies.

  3. Task Prioritization: Reviewing the order of tasks can show how well they are prioritized.

Retrospective Meeting

A structured way to learn is to hold regular meetings to discuss the past. During these meetings, the freelancer looks at the Kanban board and discusses what went well, what didn't, and how things could improve.

The lessons learned from retrospectives should become an action plan.

Innovative Tools

If freelancers want to improve the way they do their work, they need to use new tools. Rememo is an example that fits in perfectly with the Kanban method.

The Importance of digital Kanban tools

In a workflow based on Kanban, digital tools play an important role that can't be overstated. They can automate boring tasks, give crucial data insights, improve communication, and increase productivity.

Tools are what make efficiency possible. In Kanban, they become parts of a well-oiled machine for getting work done.

A Closer Look at Rememo

Rememo was made with the Kanban philosophy in mind. It combines the features of a Kanban app and a corporate chat feature.

  1. Kanban Functionality: Rememo lets users create, manage, and see their tasks using the Kanban method. It helps keep track of workflow, monitor progress, and keep a visual layout of the task pipeline.

  2. Corporate Chat Feature: Its built-in chat feature makes it easy to talk to each other, whether for brainstorming, progress updates, sharing feedback, or solving problems.

How Rememo and Kanban Work Together

  1. Task Management: Create and keep track of tasks in the app for easy task management.

  2. Communication and Collaboration: Through the in-app chat, people can talk, work together, and solve problems in real-time.

  3. Workflow Visualization: In a visually organized way, you can monitor the workflow, find bottlenecks, and track progress.

Network Expansion

A freelancer's network is a valuable asset. The growth of this network creates growth opportunities and makes it stronger. In this situation, Kanban provides a way to manage networking goals effectively.


Networking: A Freelancer's Lifeline

A bigger network can lead to more referrals, different projects, and chances to learn. It keeps the work coming in and gives a safety net when there isn't much work.

Networking and Kanban

The best way for a freelancer to work networking into their daily routine. It makes networking tasks easier to track as separate steps in the workflow.

Networking is not just about making connections. It is about making the right connections.

Networking Strategies

There are several ways to make networking work well:

  1. Active Participation: Join professional groups, forums, and social media sites and participate in them. Set goals for participation and use the Kanban board to keep track of them.

  2. Events: Go to events, webinars, or meetups in your field. Such things can be added to the board as cards.

  3. Follow-ups: With regular follow-ups, brief encounters can turn into meaningful relationships. You can handle these as tasks in the workflow.

Using Kanban for Networking Goals

You can break down networking tasks into steps that can be done with a Kanban board. A visual record of networking activities helps to keep rolling and measure progress.

Ethical Decision Making

For freelancers, making ethical choices can greatly affect their reputation and the people they work with.


Importance of Ethical Choices

Making honest, fair, and open decisions can build trust and lead to long-term relationships. They are the basis for freelance work that can last and is done honestly.

Ethics and Kanban

Kanban helps freelancers see how they make decisions, bringing to light ethical concerns and possible conflicts of interest.

The way freelance professionals run their ethical decisions guides their business.

Promoting Ethical Decisions

Several things can be done to make sure decisions are made ethically:

  1. Transparency: Using Kanban, share the progress of a project openly with clients to avoid misunderstandings and build trust.

  2. Integrity: Keep your promises and manage tasks honestly and responsibly.

  3. Conflict Resolution: If there are problems, the visual nature of Kanban can help people talk about them and find fair solutions.

Visualizing Ethics with Kanban

You can add the column "Ethical Considerations," where tasks that raise ethical questions are put for evaluation and decision-making.

High-Stakes Management

Tasks or projects with a lot riding on them need a lot of focus and accuracy. Kanban may help freelancers succeed in high-stakes environments.


Understanding High-Stakes Tasks

It usually means a lot when you succeed or fail at a high-stakes task. They can affect your reputation, finances, and chances for the future.

High-Stakes and Kanban

Kanban, known for being visual and letting you set priorities, can help you manage high-stakes tasks well.

A freelancer's career path can be affected by how well they handle high-stakes tasks.

Strategies for Managing High-Stakes Tasks:

  1. Prioritization: The most important things should be done first. The Kanban board can visually show this.

  2. Break Down Tasks: Big tasks can be broken down into smaller, easier-to-handle ones.

  3. Risk Assessment: Look at the possible risks that come with the tasks. You can keep track of these evaluations.

Visualizing High-Stakes Tasks

Kanban can be used for very important and visually separate tasks. These tasks can be called out on the board differently, such as with a special column or marker.

Career Strategy

For freelancers, having a clear career plan is like having a lighthouse to guide them through rough or uncertain waters. Through the lens of Kanban, this strategy can be made and carried out in a structured and efficient way.


Mapping the Career Path

Freelancers must write down their goals and aspirations, from improving their skills to making more money. A clear path makes it easier to make well-informed decisions and take actions driven by a goal.

Kanban in Career Strategy

Kanban is a system for planning and tracking career growth with its built-in organization.

A plan that isn't kept track of is like a ship without a compass. Kanban makes sure that the compass is always close by.

Implementing Career Strategy Using Kanban:

  1. Goal Setting: Set long-term and short-term goals for your career, then show each as a card.

  2. Skill Development: Find out what skills and training are needed. Put these on your list of things to do.

  3. Networking: Make tasks for events, workshops, or partnerships that fit with the strategy.

Reviewing and Adjusting with Kanban

It's important to look at plans again and make changes. A real-time visual report simplifies evaluations and direction changes.

Financial Management

Kanban can help with financial planning and control.


Kanban and Financial Management

For good financial management, you must plan carefully, make a good budget, keep an eye on things often, and make changes when necessary.

Kanban can make finances clearer, make planning easier, and be used to track and make changes.

When freelancers learn to manage their money well, they set themselves up for long-term success.

Using Kanban to plan finances:

  1. Budgeting: List expenses as cards for budget planning.

  2. Revenue Tracking: Track the money you get from different clients and projects.

  3. Investments: Plan and track your investments to increase income and build a financial safety net.

Monitoring and Adjustments with Kanban

Kanban gives you a visual dashboard for keeping track of money. Based on this real-time financial snapshot, changes can be made quickly.